Expense Management Workflow PDF

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Upcoming: Advisor Webcast EnterpriseOne Expense Management Workflow Overview

Oracle Advisor Webcast
EnterpriseOne Expense Management
Workflow Overview
August 5, 2014 Roberto Massidda

Principal Technical Engineer
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EnterpriseOne Expense Management Workflow
Agenda
• Expense Management Workflow (EXPROUTING)

• General Overview
• Setup
• Process
• Expense Management Workflow Troubleshooting Tips
• Resources: My Oracle Support Knowledge Articles
• Questions/Answers

EnterpriseOne Expense Management Workflow Overview
Agenda

• Setup
• Process

Expense Management Workflow - General Overview
General Overview
• Workflow is an electronic messaging system that automates tasks by using a notification-based

process across a network.
• Participants in this process receive messages in the Employee Work Center (P012503) or via email.
• Information passes from one participant to another based on a set of procedural rules.
• These rules define the conditions that must be met before the workflow sends the expense
information to the next participant.

Expense Management Workflow Overview - Workflow Activities
Workflow Activities in Expense Management
• Workflow is an integral part of the following JD Edwards EnterpriseOne Expense Management

system processes:
• Submitting expense reports for approval or audit

• Approving expense reports
• Auditing expense reports
• Submitting expense reports for reimbursement
• Reimbursing employee expenses

Expense Management Workflow Overview - Enhancements
Expense Management Workflow Enhancements
• As of EnterpriseOne release 9.0, the Expense Management solution provides the following
functionality:
• Distribution lists
• Approval hierarchies
• Escalations
• Automatic approval adjustments when organizational changes occur
• Note: Limited functionality is also available in release 8.12

EnterpriseOne Expense Management Workflow - Setup
Agenda

• Setup
• Process

Expense Management Workflow Setup Steps
1. Routing Rules
2. Workflow Queues for Expense Management
3. Determine Next Activity
4. Parent/Child Structure
5. Workflow Distribution List
6. Workflow Communication Preferences
7. Employee Profile Setup
8. Update Manager ID
9. Update Employee Profile Structure Types

Expense Management Workflow Setup – Routing Rules
1. Routing Rules (P09E119)
• Routing Rules are part of the workflow process (EXPROUTING) that determines the
different stages in the life cycle of an expense report.

Expense Management Workflow Setup – Workflow Queues
2. Workflow Queues for Expense Management – UDC 02/MB
• Workflow Queues are defined in UDC table 02/MB (Electronic Mail Boxes). The
following values are used in Expense Management:
• 91: Expense Reports

• 92: Audit Expense Reports

Expense Management Workflow Setup – Next Activity
3. Determine Next Activity (P09E0007)
• The “Determine Next Activity Processing Option” (P09E0007) program can be accessed
via IV (Interactive Versions) and only contains one processing option:
• Workflow message to manager when approval is not required:
• Valid values are:
• Blank: Do not send
• 1: Send

Expense Management Workflow Setup – Parent/Child
4. Parent/Child Structure (P0150)
• An employee can only be a child in one group per Structure Type (OSTP) .
• An employee may be a parent for one group, and a child in another group for each
Structure Type (OSTP).

Expense Management Workflow Setup – Distribution List
5. Workflow Distribution List (P02150)
• Workflow Distribution Lists are used to route messages through the workflow process.
• If threshold amounts are used, TOTEXP must be used in the Associated Data Item for
distribution lists.
• Expense Report Approval and threshold amounts must be in ascending order according to group
levels.

Expense Management Workflow Setup – Communication Pref.
6. Workflow Communication Preferences
• Messages can sent to the Approver, Employee or Auditor; either via the Work Center (P012503)
or E-mail.
• The Employee’s Address Book (P01111) setup determines the communication method.

Expense Management Workflow Setup – Employee Profile Setup
7. Employee Profile Setup (P20103)
• Every employee, manager or approver who uses the Expense Management system must have
an Employee Profile.
• The Employee Profile defines how an employee’s expense report is processed, approved, and
reimbursed.
• Each employee record has an associated manager.
• The Employee Profile contains a user defined structure type which represents the
distribution list the employee belongs to for expense report approval.

Expense Management Workflow Setup – Employee Profile P20103
7. Employee Profile Setup (P20103) - continued
• The Structure Type field (OSTP), defined in UDC table 01/TS - Parent/Child Structure Type,
represents the employee’s distribution list for expense report approval.

Expense Management Workflow Setup – Employee Profile Tab 2
7. Employee Profile Setup (P20103) - continued

• To trigger the expense report approval
workflow, the “Approval” radio button
(APPREQD) must be set for the employee.
• If the flag is set to “Use Group Profile
Settings”, the system uses the default
setting from the Group Profile Entry
(P20104) associated to the employee.

Expense Management Workflow Setup – Update Manager ID
8. Update Manager ID (R09E140)
• The Expense Management system allows an expense report to be approved by another

manager/approver when there is a temporary or permanent manager change due to vacation,
job changes, reorganization, etc.
• The Update Manager ID (R09E140) updates the following tables:
F20111 F20103 F0150 F98840

Expense Report Expense Report Address Org. Organizational
Header Header Structure Master Structure Master

Expense Management Workflow Setup - R09E140 PDF
8. Update Manager ID (R09E140) - continued

Expense Management Workflow Setup – R09E150
9. Update Employee Profile Structure Types (R09E0150)
• The Update Employee Profile Structure Types report updates the structure type for one or more
employee profiles.
• In PROOF mode, this UBE can be used as an integrity report to validate employee profile
structure types.

EnterpriseOne Expense Management Workflow Overview -
Process
Agenda

• Setup
• Process

Employee incurs
Expense Management Workflow Process expenses
Expense report Expense report

returned to Enter/Edit returned to
employee for Expense Report employee for
correction correction
1. Expense Report Entry

2. Submit Expense Report Submit Expense
No
3. Reject Expense Report Report
4. Approve Expense Report No
5. Audit Reject Manager

Manager
Yes approval
6. Audit Approval approval?
required?
7. Expense Report Reimbursement Yes Yes No
Additional
Auditor
approval No Audit required? Yes
approval?
required?
No
Process Expense
Yes
Report
Reimbursement
vouchers created
and message sent
Copyright © 2014 Oracle and/or its affiliates. All rights reserved. | to employee
Expense Management Workflow Process – Expense Entry
1. Expense Report Entry

Expense Management Workflow Process – Pending Completion
1. Expense Report Entry - continued
• The status of the Expense Report is “Pending Completion” (100).

Expense Management Workflow Process – Task Monitor
1. Expense Report Entry – continued
• Process Task Monitor (P98860):

Expense Management Workflow Process – Submit Expenses
2. Submit the Expense Report Entry
• The expense report is submitted and a message is sent to the approver.

Expense Management Workflow Process
2. Submit the Expense Report Entry - continued
• The status of the Expense Report is “Approval Required” (210).

Expense Management Workflow Process – Send Message
2. Submit the Expense Report Entry - continued

Expense Management Workflow Process - Reject
3. Reject Expense Report
• The manager rejects the expense report.

Expense Management Workflow Process – Employee Review
3. Reject Expense Report - continued
• The status of the Expense Report is “Employee Review form Manager” (110).

Expense Management Workflow Process – Send Message to
Employee
3. Reject Expense Report - continued

Expense Management Workflow Process - Accept
4. Approve Expense Report
• After the employee resubmits the expense report, the manager approves it.

Expense Management Workflow Process – Audit Required
4. Approve Expense Report - continued
• The status of the Expense Report is “Audit Required” (310).

Expense Management Workflow Process – Process Completed
4. Approve Expense Report - continued

Expense Management Workflow Process – Audit Reject
5. Audit Reject
• The auditor rejects the report.

Expense Management Workflow Process – Review Audit Reject
5. Audit Reject - continued
• The status of the Expense Report is “Employee Review form Auditor (120).

Expense Management Workflow Process – Audit Reject Process
Task
5. Audit Reject - continued
Monitor

Expense Management Workflow Process – Audit Approval
6. Audit Approval
• After the employee resubmits the expense report, the auditor approves it.

Expense Management Workflow Process – Reimbursement
6. Audit Approval - continued
• The status of the Expense Report is “Reimbursement Process” (900).

Expense Management Workflow Process – Process Ends
6. Audit Approval - continued

Expense Management Workflow Process – Reimbursement UBE
7. Expense Report Reimbursement
• The Expense Report Reimbursement report has been submitted.

Expense Management Workflow Process – Reimbursement (999)
7. Expense Report Reimbursement - continued
• The status of the Expense Report is “Reimbursed - Complete” (999).

Expense Management Workflow Process
7. Expense Report Reimbursement - continued

EnterpriseOne Expense Management Workflow Overview - Tips
Agenda

• Setup
• Process

Expense Management Workflow Troubleshooting Tips - OMW
1. Verify EXPROUTING is Active:

1. Open “Object Management Workbench” (OMW).
2. On the Search tab, change the Category to “Workflow” and the Search Type to
“Process Name|Process Version”.
3. Search on “EXPROUTING|1”.
4. Move that version to the left side of OMW (default project).
5. In the list of OMW projects, highlight “EXPROUTING|1”.
6. Click the Design button, and select the Design Tools tab.
7. Select the “Change Workflow Status “ to activate the workflow.
8. Make sure workflow Kernel is running.

Expense Management Workflow Troubleshooting Tips - Reset
2. Check the Process Activity Monitor for Error Messages (P98860)
1.Search on “EXPROUTING” and verify there are no error messages.
2.If there are errors, select the “Reset” option.

Expense Management Workflow Troubleshooting Tips - Purge
3. Purge Tasks for EXPROUTING (R98860P)
• Use data selection to select the correct records: Process ID equal to “EXPROUTING”
(PROCNAME), Status equal to “Processing Error” (PROCSTS) and User originator address
number equal to “Instance Originator” (ISTORG)
• Note: Run the UBE to purge any demo data delivered with the install.

Expense Management Workflow Troubleshooting Tips - Routing
4. Verify Expense Management Routing Rules (P09E119) for an Expense
Report Type
1. Make sure that the Routing Rules contain the 12 default statuses; even if not used.
2. The Next Status must end in 00.

Expense Management Workflow Troubleshooting Trips - ERS
5. Multiple Authority
• In Expense Management, employees may give authority privileges to another individual

(multiple authority).
• The individual with multiple authority may enter expense reports on behalf of the
employee.
• However, the individual with multiple authority is not allowed to submit expense reports on
behalf of an employee because it is considered an audit risk. Employees must submit their
own expense reports.
• This functionality is activated by adding a flag in the employee profile revision (P20103) and
setting up the Address parent/child revision (P0150) using the structure type ERS (UDC 01/TS).

Expense Management Workflow Troubleshooting Tips – Resend
6. Resending Workflow
• An administrator who resends expense report approval workflow messages to a

distribution list (for another employee) must exist in the same group level in the same
distribution list as the employee on the expense report.
• A possible work-around for this issue is to use a generic administrator address book/sign-
on that is included in the distribution list at the employee level when resending
messages.

Expense Management Workflow Troubleshooting Tips - Message
7. Verify the Employee's Email Setup is Correct (P012503)
• Use the Email Preference option from the Row exit.

• Enter “E” in the Address Type field.
• Enter the email address, and select option “1” in the “Messaging Indicator” field.

Expense Management Workflow Troubleshooting Tips – P09E113
8. Approval Process
• Ensure that the Expense Report Approval program (P09E113) does not time out when
approving or rejecting expense reports. This may corrupt the workflow for that expense
report.
• Do not cancel out of the Expense Report Approval program (P09E113); this will cause
the workflow to go into an error status.
• Make sure that the manager belongs to the Business Unit for which expense reports
were entered. If not, the manager is unable to view the expense report (for approval or
reject).

EnterpriseOne Expense Management Workflow Overview – KM
Agenda

• Setup
• Process

Top Articles
1355981.2 Information Center: JD Edwards EnterpriseOne Expense Management Product
1356019.2 Information Center: Using JD Edwards EnterpriseOne Expense Management Product

1348820.1 How To Set Up Expense Management Workflow (EXPROUTING)
1353373.1 Frequently Asked Questions: Expense Management Workflow (EXPROUTING)
663425.1 How To Set Up Expense Management Routing Rules (P09E119)
• Online User Guide:

• JD Edwards EnterpriseOne Expense Management Implementation Guide Release 9.1
• For report output examples, please refer to the EnterpriseOne Financial Management
Reports Guide Doc ID 1234465.1.

Community Link
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MOS Community! Post your follow-up questions,
share your comments and continue the Q&A after
the presentation.
https://community.oracle.com/thread/3591
907

EnterpriseOne Expense Management Workflow Overview
Agenda

• Setup
• Process

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ATTENTION – AUDIO Options

Option 1: Voice Streaming Audio Broadcast Option 2: Teleconference (Dial In)

Upcoming: Advisor Webcast: EnterpriseOne Expense Management Workflow Overview

 Select your Product Area

 Scan through the list of Current

 Register for the session of your

 Do you have requests or ideas for

Upcoming: Advisor Webcast EnterpriseOne Expense Management Workflow Overview

August 5, 2014 Roberto Massidda

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

5 Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Expense Management Workflow (EXPROUTING)

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Expense Management Workflow (EXPROUTING)

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Workflow is an electronic messaging system that automates tasks by using a notification-based

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Workflow is an integral part of the following JD Edwards EnterpriseOne Expense Management

• Submitting expense reports for approval or audit

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Note: Limited functionality is also available in release 8.12

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Expense Management Workflow (EXPROUTING)

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

2. Workflow Queues for Expense Management – UDC 02/MB

• 91: Expense Reports

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

3. Determine Next Activity (P09E0007)

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

6. Workflow Communication Preferences

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

7. Employee Profile Setup (P20103)

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

7. Employee Profile Setup (P20103) - continued

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• The Expense Management system allows an expense report to be approved by another

F20111 F20103 F0150 F98840

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

• Expense Management Workflow (EXPROUTING)

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Expense Management Workflow Process expenses

Expense report Expense report

1. Expense Report Entry

4. Approve Expense Report No

5. Audit Reject Manager

7. Expense Report Reimbursement Yes Yes No

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |

Copyright © 2014 Oracle and/or its affiliates. All rights reserved. |